Cemetery Trustees
Minutes of Trustee’s November 5, 2012 Meeting
Members present: Mike Hughes and Bill Landry, Ron Saunders
Meeting called to order at 4:30 PM. By Chairman Hughes at the Newton Fire Station. Minutes were taken by William Landry.
CURRENT BUSINESS:
- Review of submitted bids for cemetery grounds maintenance 2013 thru 2015
Three companies submitted bids for the cemetery maintenance for the 3 year period.
- All Titan LLC – Manchester, NH $40,090.00
- CMI Property Solutions – Hampton, NH $35,565.00
- T & M Property Maintenance – Newton, NH $36,480.00
After review of the bids the contract was awarded to T & M Property Maintenance although they were not the low bidder. They were second lowest and $915.00 above CMI over the 3 year period, which is actually a small amount. By year, T & M was only $185.00 higher each of the first two years as they did not increase their costs over the current 2012 contract. The final year of the contract they are $545.00 above CMI.
Several factors entered into the decision to go with T & M. We have a 5 year history with them that has been very advantages to the town. They have been very flexible in their dealings with us, we can change service schedules with very little notice, and they have provided unplanned services for us at no charge. IE: An unscheduled clean up of Willow Grove was required to allow the second fertilization of the new grass and T & M did not charge us. Regarding the Willow Grove Lawn Project, they used the Hydro seeding process to put down seed and fertilizer which was more expensive than the hand method specified in our contract and did not charge us anything extra. These two actions, in addition to improving the appearance of our cemeteries also have saved the town hundreds of dollars.
Over the past five years it has also become evident to the trustees that being a Newton based company they take pride in the appearance of our cemeteries and go the extra mile to ensure they are areas of which the residents of Newton can be proud.
We had several unplanned expenses in the area of equipment for the irrigation of Willow Grove during the seed germination period. IE: A water pump, hoses and sprinkler heads.
It was also decided that we would purchase the additional seed and fertilizer for the Willow Grove lawn needs next spring, this year to save on the rising cost of these products. In addition we will purchase the wood posts and vinyl sleeves for the new Avenue signs planned for the back section of Highland Cemetery as well as a number of lengths of ½ inch PVC pipe to make permanent Veteran Flag holders in the 3 main cemeteries.
- Review of the 2013 Budget
The budget submitted for 2013, which has changes to several categories, is the same total as the 2012 budget. This is the second year the trustees have submitted a budget that shows no increase over the previous year. $13,450.00
Minutes of Trustee’s November 5, 2012 Meeting
- Review of Rules and Regulations:
A review of the Rules and Regulations was done with particular focus on what type of “decorations and memorials” will be allowed at the Newton Cemeteries. There are rules in place but they are widely ignored and some graves have begun to look, not only “tacky” but, disrespectful.
With the removal of all decorations from Willow Grove due to the lawn restoration project, it was felt that this would be the perfect time to review what will be allowed, to restate the rules and crack down on violators. The plan is to limit what can be place on graves and to list examples of what can’t be placed to help families know what are the do’s and don’ts. There will definitely be a rule that forbids the planting in the ground of any flowers, shrubs, bushes or trees. Another meeting will be held this winter to finalize our decisions.
Additional signs will be placed in the cemeteries to specify what is and what isn’t allowed to help the families abide by the rules.
Again, this will all be decided this winter and is planned for implementation in the spring at all cemeteries.
Meeting adjourned by Chairman Hughes at 7:20 PM.
William G. Landry
William G. Landry
Secretary
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